Decoration and Painting Works Measured term Contract
The university wishes to set up a term contract for decoration works with order value up to a maximum of 100,000 GBP. There are 5 lots as detailed below.
UK-Edinburgh: Painting work of buildings
2013/S 098-167616
Contract notice
Services
Directive 2004/18/EC
Section I: Contracting authority
I.1)Name, addresses and contact point(s)
University Of Edinburgh
Charles Stewart House, 9-16 Chambers Street
Contact point(s): Procurement Office
For the attention of: Evelyn Bain
EH1 1HT Edinburgh
UNITED KINGDOM
Telephone: +44 1316502508
E-mail: evelyn.bain@ed.ac.uk
Internet address(es):
General address of the contracting authority: http://www.ed.ac.uk/schools-departments/procurement/supplying
Address of the buyer profile: http://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA00107
Further information can be obtained from: University Of Edinburgh
Charles Stewart House, 9-16 Chambers Street
Contact point(s): Procurement Office
For the attention of: Evelyn Bain
EH1 1HT Edinburgh
UNITED KINGDOM
Telephone: +44 1316502508
E-mail: evelyn.bain@ed.ac.uk
Internet address: http://www.ed.ac.uk/schools-departments/procurement/supplying
Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: University Of Edinburgh
Charles Stewart House, 9-16 Chambers Street
Contact point(s): Procurement Office
For the attention of: Evelyn Bain
EH1 1HT Edinburgh
UNITED KINGDOM
Telephone: +44 1316502508
E-mail: evelyn.bain@ed.ac.uk
Internet address: http://www.ed.ac.uk/schools-departments/procurement/supplying
Tenders or requests to participate must be sent to: University Of Edinburgh
Charles Stewart House, 9-16 Chambers Street
Contact point(s): Procurement Office
For the attention of: Evelyn Bain
EH1 1HT Edinburgh
UNITED KINGDOM
Telephone: +44 1316502508
E-mail: evelyn.bain@ed.ac.uk
Internet address: http://www.ed.ac.uk/schools-departments/procurement/supplying
I.2)Type of the contracting authority
Body governed by public law
I.3)Main activity
Education
I.4)Contract award on behalf of other contracting authorities
The contracting authority is purchasing on behalf of other contracting authorities: no
Section II: Object of the contract
II.1)Description
II.1.1)Title attributed to the contract by the contracting authority:
EC/0584 Decoration/Painting Works MTC.
II.1.2)Type of contract and location of works, place of delivery or of performance
Services
Service category No 1: Maintenance and repair services
Main site or location of works, place of delivery or of performance: Edinburgh.
NUTS code UK
Service category No 1: Maintenance and repair services
Main site or location of works, place of delivery or of performance: Edinburgh.
NUTS code UK
II.1.3)Information about a public contract, a framework agreement or a dynamic purchasing system (DPS)
The notice involves a public contract
II.1.4)Information on framework agreement
II.1.5)Short description of the contract or purchase(s)
EC0584 Decoration and Painting Works Measured term Contract
The tender brief:
The university wishes to set up a term contract for decoration works with order value up to a maximum of 100,000 GBP. There are 5 lots as detailed below with an approx. annual spend of 1.7 m GBP over the lots.
Note the PQQ documentation is available for download via Intend and not the PCS portal.
PQQ documentation available until 19.6.2013.
PQQ submissions to be returned no later than 12:00 on the 20.6.2013
Lot 1 Meds & Vets approximate annual value 300k GBP
Meds & Vets building stock is a variety including, farms, lab space, administration and clinical space. The zone is located at various sites, little France, western general, Easter bush and Roslyn.
Lot 2 Science & Engineering approximate annual value 400k GBP
Kings Buildings hosts the vast majority of the S& E estate, highly serviced laboratory space and administration which operates on a 24/7 basis.
Lot 3 Humanaties and Social Sciences (HSS) approximate annual value 400k GBP
HSS is based in the central area of Edinburgh around the George square, chamber street area. In excess of 50 % of the building stock is A listed and demands a high level of attention.
Lot 4 Accommodation and Supports Services approximate annual value 600k GBP
The Accommodation and Support Services zone is extremely diverse and complex in nature, ranging from student residences, hotels, conference venues, nursery buildings, office accommodation as well as the University’s sports and recreation facilities.
The common feature of this zone is that any decoration works to these buildings will be carried out under very limited timescales between student tenancies, prior to commercial activities associated with vacation letting, or around core academic and Fringe Festival business. The majority of complete building redecoration works will be carried out in a two week window in late May into early June or late August into early September, where we would expect suitable resource to be available to meet non-negotiable deadlines. On this basis quality of works delivered must be of the highest standard to ensure there is no requirement to schedule remedial works.
The Accommodation and Support Services Zone requires a strong customer focus, flexibility in approach, and the ability to respond to user demands and mobilise at short notice, where on occasion works will be carried out in active buildings. On this basis, the contractor will be able to demonstrate their staff can operate in a manner which meets our expected conduct standards.
Lot 5 Accommodation Services – Maintenance to Decoration and Painting approximate annual value 100k GBP.
To help support our changeover requirements between tenancies, we seek to appoint a contractor to deliver all labour and materials required to redecorate individual areas within residential properties. This involves application of a single coat on individual walls, matching to the existing décor. Areas of work may include walls, ceiling and woodwork in a range of finishes within domestic accommodation. We annually redecorate in the region of 4400 walls and ceilings.
Work associated with this lot is seasonal with an intensive period of work at the start and the end of student tenancy. End of May, June and Sept being particularly intensive, with very little work for the remainder of the year – 3500 walls were re-decorated within a 21 day period spanning May and early June in 2012. In addition, during the first 7 days of September 2012, we required 800 walls/ceilings to be repainted. Due to the tight turnover in properties, work is often required for completion within 24 hours of the initial e-mail notification of work being requested. On a regular basis, work is required out with normal business hours to deal with tight turnaround periods. Weekend and overnight work is frequently required during May, June and September. There may also be a requirement to carry out minor repairs such as replacing seals in showers, baths and worktops. In view of the short turn around, there may be a need to work in conjunction with tenants, other contractors and University staff, therefore, good interpersonal skills are essential.
Many of our properties are spread across the city, often in stairwells on multiple levels without access to lifts, so an understanding of the Edinburgh area and tenement flats is required.
The successful contractor will have a responsibility to ensure that properties accessed are secure and locked on exit. They will also take responsibility for any keys supplied along with the financial consequences of keys lost or not returned within the 24 hour timescale.
The Public Contracts (Scotland) Regulations 2006 and 2012 and all other current European and UK legislation will apply to this Framework Agreement and in addition to this the Scottish Measured Term Contract (MTC/Scot) (Incorporating SBCC Amendment issued April 2011 for Lots 1-4
Lot 5 will be under the University of Edinburgh Terms and Conditions for Service.
The Framework Agreement will be awarded in 5 separate Lots and contractors will be asked to tender separately for each Lot.
The University will be looking to appoint a separate contractor to each lot.
Successful Contractors will not be allocated more than one Lot.
The University of Edinburgh operates an e-tendering system (Intend) which maintains all tender documents in secure and confidential storage until the tender closing date / time has elapsed.
No members of the University of Edinburgh staff or the Intend system providers have access to the tender documents until the tender submission time and date has elapsed.
Following the closing date / time a formal opening process is used to open all tender submissions at the same time.
The University of Edinburgh shall not be liable for the loss, damage, destruction of files submitted via the ETS, howsoever caused. Corruption or unreadability of files submitted via the ETS may not be discovered by University of Edinburgh until after the tender closing time.
Immediately prior to submitting an ITT response electronically, you must check the electronic files making up the ITT response for viruses or other malware using current checking software, and shall remove all viruses, Trojans and other malware from the files.
Please note the following important points:
All late submissions may be rejected automatically and will be accepted at the sole discretion of the University of Edinburgh.
It is the supplier’s responsibility to ensure all documents are submitted before the closing date / time.
Please allow a reasonable amount of time to upload and submit your tender documents. Lodgement of large electronic files may take time, so tenderers should allow sufficient time to transmit the full ITT response prior to the closing time. The speed with which ITT submissions are made is dependent upon the file size of the document in question. The inclusion of graphics, logos, photographs etc. considerably increases the size of electronic files and should be included only where essential. Electronic signatures are not required where ITTs are submitted electronically. The University of Edinburgh strongly advise that you Do Not Leave your tender submission until the last minute.
The maximum single file size = 20 Mb (The system will not upload / submit files larger than this size)
The only permitted methods for tender submissions are by:
Electronic tender submission via the Intend system (https://in-tendhost.co.uk/edinburghuni/). Once logged into the site, suppliers can download the ITT details from a secure and confidential e-tender site. Suppliers will be able to upload their offer details back into the site. No other parties can view your documents, apart from The University, following the official closing time and date.
The tender brief:
The university wishes to set up a term contract for decoration works with order value up to a maximum of 100,000 GBP. There are 5 lots as detailed below with an approx. annual spend of 1.7 m GBP over the lots.
Note the PQQ documentation is available for download via Intend and not the PCS portal.
PQQ documentation available until 19.6.2013.
PQQ submissions to be returned no later than 12:00 on the 20.6.2013
Lot 1 Meds & Vets approximate annual value 300k GBP
Meds & Vets building stock is a variety including, farms, lab space, administration and clinical space. The zone is located at various sites, little France, western general, Easter bush and Roslyn.
Lot 2 Science & Engineering approximate annual value 400k GBP
Kings Buildings hosts the vast majority of the S& E estate, highly serviced laboratory space and administration which operates on a 24/7 basis.
Lot 3 Humanaties and Social Sciences (HSS) approximate annual value 400k GBP
HSS is based in the central area of Edinburgh around the George square, chamber street area. In excess of 50 % of the building stock is A listed and demands a high level of attention.
Lot 4 Accommodation and Supports Services approximate annual value 600k GBP
The Accommodation and Support Services zone is extremely diverse and complex in nature, ranging from student residences, hotels, conference venues, nursery buildings, office accommodation as well as the University’s sports and recreation facilities.
The common feature of this zone is that any decoration works to these buildings will be carried out under very limited timescales between student tenancies, prior to commercial activities associated with vacation letting, or around core academic and Fringe Festival business. The majority of complete building redecoration works will be carried out in a two week window in late May into early June or late August into early September, where we would expect suitable resource to be available to meet non-negotiable deadlines. On this basis quality of works delivered must be of the highest standard to ensure there is no requirement to schedule remedial works.
The Accommodation and Support Services Zone requires a strong customer focus, flexibility in approach, and the ability to respond to user demands and mobilise at short notice, where on occasion works will be carried out in active buildings. On this basis, the contractor will be able to demonstrate their staff can operate in a manner which meets our expected conduct standards.
Lot 5 Accommodation Services – Maintenance to Decoration and Painting approximate annual value 100k GBP.
To help support our changeover requirements between tenancies, we seek to appoint a contractor to deliver all labour and materials required to redecorate individual areas within residential properties. This involves application of a single coat on individual walls, matching to the existing décor. Areas of work may include walls, ceiling and woodwork in a range of finishes within domestic accommodation. We annually redecorate in the region of 4400 walls and ceilings.
Work associated with this lot is seasonal with an intensive period of work at the start and the end of student tenancy. End of May, June and Sept being particularly intensive, with very little work for the remainder of the year – 3500 walls were re-decorated within a 21 day period spanning May and early June in 2012. In addition, during the first 7 days of September 2012, we required 800 walls/ceilings to be repainted. Due to the tight turnover in properties, work is often required for completion within 24 hours of the initial e-mail notification of work being requested. On a regular basis, work is required out with normal business hours to deal with tight turnaround periods. Weekend and overnight work is frequently required during May, June and September. There may also be a requirement to carry out minor repairs such as replacing seals in showers, baths and worktops. In view of the short turn around, there may be a need to work in conjunction with tenants, other contractors and University staff, therefore, good interpersonal skills are essential.
Many of our properties are spread across the city, often in stairwells on multiple levels without access to lifts, so an understanding of the Edinburgh area and tenement flats is required.
The successful contractor will have a responsibility to ensure that properties accessed are secure and locked on exit. They will also take responsibility for any keys supplied along with the financial consequences of keys lost or not returned within the 24 hour timescale.
The Public Contracts (Scotland) Regulations 2006 and 2012 and all other current European and UK legislation will apply to this Framework Agreement and in addition to this the Scottish Measured Term Contract (MTC/Scot) (Incorporating SBCC Amendment issued April 2011 for Lots 1-4
Lot 5 will be under the University of Edinburgh Terms and Conditions for Service.
The Framework Agreement will be awarded in 5 separate Lots and contractors will be asked to tender separately for each Lot.
The University will be looking to appoint a separate contractor to each lot.
Successful Contractors will not be allocated more than one Lot.
The University of Edinburgh operates an e-tendering system (Intend) which maintains all tender documents in secure and confidential storage until the tender closing date / time has elapsed.
No members of the University of Edinburgh staff or the Intend system providers have access to the tender documents until the tender submission time and date has elapsed.
Following the closing date / time a formal opening process is used to open all tender submissions at the same time.
The University of Edinburgh shall not be liable for the loss, damage, destruction of files submitted via the ETS, howsoever caused. Corruption or unreadability of files submitted via the ETS may not be discovered by University of Edinburgh until after the tender closing time.
Immediately prior to submitting an ITT response electronically, you must check the electronic files making up the ITT response for viruses or other malware using current checking software, and shall remove all viruses, Trojans and other malware from the files.
Please note the following important points:
All late submissions may be rejected automatically and will be accepted at the sole discretion of the University of Edinburgh.
It is the supplier’s responsibility to ensure all documents are submitted before the closing date / time.
Please allow a reasonable amount of time to upload and submit your tender documents. Lodgement of large electronic files may take time, so tenderers should allow sufficient time to transmit the full ITT response prior to the closing time. The speed with which ITT submissions are made is dependent upon the file size of the document in question. The inclusion of graphics, logos, photographs etc. considerably increases the size of electronic files and should be included only where essential. Electronic signatures are not required where ITTs are submitted electronically. The University of Edinburgh strongly advise that you Do Not Leave your tender submission until the last minute.
The maximum single file size = 20 Mb (The system will not upload / submit files larger than this size)
The only permitted methods for tender submissions are by:
Electronic tender submission via the Intend system (https://in-tendhost.co.uk/edinburghuni/). Once logged into the site, suppliers can download the ITT details from a secure and confidential e-tender site. Suppliers will be able to upload their offer details back into the site. No other parties can view your documents, apart from The University, following the official closing time and date.
System support is available from:
E-Mail: support@in-tend.com
Tel: Tel: +44 8442728810
II.1.6)Common procurement vocabulary (CPV)
45442110
II.1.7)Information about Government Procurement Agreement (GPA)
The contract is covered by the Government Procurement Agreement (GPA): yes
II.1.8)Lots
This contract is divided into lots: yes
Tenders may be submitted for one or more lots
Tenders may be submitted for one or more lots
II.1.9)Information about variants
Variants will be accepted: no
II.2)Quantity or scope of the contract
II.2.1)Total quantity or scope:
EC0584 Decoration Painting Works Measured term Contract.
Note the PQQ documentation is available for download via Intend and not the PCS portal.
PQQ documentation available until 19.6.2013.
PQQ submissions to be returned no later than 12:00 on the 20.6.2013
The tender brief:
The university wishes to set up a term contract for decoration works with order value up to a maximum of 100,000 GBP. There are 5 lots as detailed below with an approx. annual spend of 1.7 m GBP over the lots
Lot 1 Meds & Vets approximate annual value 300k GBP.
Meds & Vets building stock is a variety including, farms, lab space, administration & clinical space. The zone is located at various sites, little France, western general, Easter bush and Roslyn.
Lot 2 Science & Engineering approximate annual value 400k GBP
Kings Buildings hosts the vast majority of the S& E estate, highly serviced laboratory space and administration which operates on a 24/7 basis.
Lot 3 Humanaties and Social Sciences (HSS) approximate annual value 400k GBP
HSS is based in the central area of Edinburgh around the George square, chamber street area. In excess of 50 % of the building stock is A listed and demands a high level of attention.
Lot 4 Accommodation and Supports Services approximate annual value 600k GBP
The Accommodation and Support Services zone is extremely diverse and complex in nature, ranging from student residences, hotels, conference venues, nursery buildings, office accommodation as well as the University’s sports and recreation facilities.
The common feature of this zone is that any decoration works to these buildings will be carried out under very limited timescales between student tenancies, prior to commercial activities associated with vacation letting, or around core academic and Fringe Festival business. The majority of complete building redecoration works will be carried out in a two week window in late May into early June or late August into early September, where we would expect suitable resource to be available to meet non-negotiable deadlines. On this basis quality of works delivered must be of the highest standard to ensure there is no requirement to schedule remedial works.
The Accommodation and Support Services Zone requires a strong customer focus, flexibility in approach, and the ability to respond to user demands and mobilise at short notice, where on occasion works will be carried out in active buildings. On this basis, the contractor will be able to demonstrate their staff can operate in a manner which meets our expected conduct standards.
Lot 5 Accommodation Services – Maintenance to Decoration and Painting approximate annual value 100k GBP.
To help support our changeover requirements between tenancies, we seek to appoint a contractor to deliver all labour and materials required to redecorate individual areas within residential properties. This involves application of a single coat on individual walls, matching to the existing décor. Areas of work may include walls, ceiling and woodwork in a range of finishes within domestic accommodation. We annually redecorate in the region of 4400 walls and ceilings.
Work associated with this lot is seasonal with an intensive period of work at the start and the end of student tenancy. End of May, June and Sept being particularly intensive, with very little work for the remainder of the year – 3500 walls were re-decorated within a 21 day period spanning May and early June in 2012. In addition, during the first 7 days of September 2012, we required 800 walls/ceilings to be repainted. Due to the tight turnover in properties, work is often required for completion within 24 hours of the initial e-mail notification of work being requested. On a regular basis, work is required out with normal business hours to deal with tight turnaround periods. Weekend and overnight work is frequently required during May, June and September. There may also be a requirement to carry out minor repairs such as replacing seals in showers, baths and worktops. In view of the short turn around, there may be a need to work in conjunction with tenants, other contractors and University staff, therefore, good interpersonal skills are essential.
Many of our properties are spread across the city, often in stairwells on multiple levels without access to lifts, so an understanding of the Edinburgh area and tenement flats is required.
The successful contractor will have a responsibility to ensure that properties accessed are secure and locked on exit. They will also take responsibility for any keys supplied along with the financial consequences of keys lost or not returned within the 24 hour timescale.
The Public Contracts (Scotland) Regulations 2006 and 2012 and all other current European and UK legislation will apply to this Framework Agreement and in addition to this the Scottish Measured Term Contract (MTC/Scot) (Incorporating SBCC Amendment issued April 2011 for Lots 1-4 only
Lot 5 will be under the Terms and Conditions for the University of Edinburgh under Services
The Framework Agreement will be awarded in 5 separate Lots and contractors will be asked to tender separately for each Lot.
The University will be looking to appoint a separate contractor to each lot.
Successful Contractors will not be allocated more than one Lot.
The University of Edinburgh operates an e-tendering system (Intend) which maintains all tender documents in secure and confidential storage until the tender closing date / time has elapsed.
No members of the University of Edinburgh staff or the Intend system providers have access to the tender documents until the tender submission time and date has elapsed.
Following the closing date / time a formal opening process is used to open all tender submissions at the same time.
The University of Edinburgh shall not be liable for the loss, damage, destruction of files submitted via the ETS, howsoever caused. Corruption or unreadability of files submitted via the ETS may not be discovered by University of Edinburgh until after the tender closing time.
Immediately prior to submitting an ITT response electronically, you MUST check the electronic files making up the ITT response for viruses or other malware using current checking software, and shall remove all viruses, Trojans and other malware from the files.
Please note the following important points:
All late submissions may be rejected automatically and will be accepted at the sole discretion of the University of Edinburgh.
It is the supplier’s responsibility to ensure all documents are submitted before the closing date / time.
Please allow a reasonable amount of time to upload and submit your tender documents. Lodgement of large electronic files may take time, so tenderers should allow sufficient time to transmit the full ITT response prior to the closing time. The speed with which ITT submissions are made is dependent upon the file size of the document in question. The inclusion of graphics, logos, photographs etc. considerably increases the size of electronic files and should be included only where essential. Electronic signatures are not required where ITTs are submitted electronically. The University of Edinburgh strongly advise that you Do Not Leave your tender submission until the last minute.
The maximum single file size = 20 Mb (The system will not upload / submit files larger than this size)
The only permitted methods for tender submissions are by:
Electronic tender submission via the Intend system (https://in-tendhost.co.uk/edinburghuni/). Once logged into the site, suppliers can download the ITT details from a secure and confidential e-tender site. Suppliers will be able to upload their offer details back into the site. No other parties can view your documents, apart from The University, following the official closing time and date.
Note the PQQ documentation is available for download via Intend and not the PCS portal.
PQQ documentation available until 19.6.2013.
PQQ submissions to be returned no later than 12:00 on the 20.6.2013
The tender brief:
The university wishes to set up a term contract for decoration works with order value up to a maximum of 100,000 GBP. There are 5 lots as detailed below with an approx. annual spend of 1.7 m GBP over the lots
Lot 1 Meds & Vets approximate annual value 300k GBP.
Meds & Vets building stock is a variety including, farms, lab space, administration & clinical space. The zone is located at various sites, little France, western general, Easter bush and Roslyn.
Lot 2 Science & Engineering approximate annual value 400k GBP
Kings Buildings hosts the vast majority of the S& E estate, highly serviced laboratory space and administration which operates on a 24/7 basis.
Lot 3 Humanaties and Social Sciences (HSS) approximate annual value 400k GBP
HSS is based in the central area of Edinburgh around the George square, chamber street area. In excess of 50 % of the building stock is A listed and demands a high level of attention.
Lot 4 Accommodation and Supports Services approximate annual value 600k GBP
The Accommodation and Support Services zone is extremely diverse and complex in nature, ranging from student residences, hotels, conference venues, nursery buildings, office accommodation as well as the University’s sports and recreation facilities.
The common feature of this zone is that any decoration works to these buildings will be carried out under very limited timescales between student tenancies, prior to commercial activities associated with vacation letting, or around core academic and Fringe Festival business. The majority of complete building redecoration works will be carried out in a two week window in late May into early June or late August into early September, where we would expect suitable resource to be available to meet non-negotiable deadlines. On this basis quality of works delivered must be of the highest standard to ensure there is no requirement to schedule remedial works.
The Accommodation and Support Services Zone requires a strong customer focus, flexibility in approach, and the ability to respond to user demands and mobilise at short notice, where on occasion works will be carried out in active buildings. On this basis, the contractor will be able to demonstrate their staff can operate in a manner which meets our expected conduct standards.
Lot 5 Accommodation Services – Maintenance to Decoration and Painting approximate annual value 100k GBP.
To help support our changeover requirements between tenancies, we seek to appoint a contractor to deliver all labour and materials required to redecorate individual areas within residential properties. This involves application of a single coat on individual walls, matching to the existing décor. Areas of work may include walls, ceiling and woodwork in a range of finishes within domestic accommodation. We annually redecorate in the region of 4400 walls and ceilings.
Work associated with this lot is seasonal with an intensive period of work at the start and the end of student tenancy. End of May, June and Sept being particularly intensive, with very little work for the remainder of the year – 3500 walls were re-decorated within a 21 day period spanning May and early June in 2012. In addition, during the first 7 days of September 2012, we required 800 walls/ceilings to be repainted. Due to the tight turnover in properties, work is often required for completion within 24 hours of the initial e-mail notification of work being requested. On a regular basis, work is required out with normal business hours to deal with tight turnaround periods. Weekend and overnight work is frequently required during May, June and September. There may also be a requirement to carry out minor repairs such as replacing seals in showers, baths and worktops. In view of the short turn around, there may be a need to work in conjunction with tenants, other contractors and University staff, therefore, good interpersonal skills are essential.
Many of our properties are spread across the city, often in stairwells on multiple levels without access to lifts, so an understanding of the Edinburgh area and tenement flats is required.
The successful contractor will have a responsibility to ensure that properties accessed are secure and locked on exit. They will also take responsibility for any keys supplied along with the financial consequences of keys lost or not returned within the 24 hour timescale.
The Public Contracts (Scotland) Regulations 2006 and 2012 and all other current European and UK legislation will apply to this Framework Agreement and in addition to this the Scottish Measured Term Contract (MTC/Scot) (Incorporating SBCC Amendment issued April 2011 for Lots 1-4 only
Lot 5 will be under the Terms and Conditions for the University of Edinburgh under Services
The Framework Agreement will be awarded in 5 separate Lots and contractors will be asked to tender separately for each Lot.
The University will be looking to appoint a separate contractor to each lot.
Successful Contractors will not be allocated more than one Lot.
The University of Edinburgh operates an e-tendering system (Intend) which maintains all tender documents in secure and confidential storage until the tender closing date / time has elapsed.
No members of the University of Edinburgh staff or the Intend system providers have access to the tender documents until the tender submission time and date has elapsed.
Following the closing date / time a formal opening process is used to open all tender submissions at the same time.
The University of Edinburgh shall not be liable for the loss, damage, destruction of files submitted via the ETS, howsoever caused. Corruption or unreadability of files submitted via the ETS may not be discovered by University of Edinburgh until after the tender closing time.
Immediately prior to submitting an ITT response electronically, you MUST check the electronic files making up the ITT response for viruses or other malware using current checking software, and shall remove all viruses, Trojans and other malware from the files.
Please note the following important points:
All late submissions may be rejected automatically and will be accepted at the sole discretion of the University of Edinburgh.
It is the supplier’s responsibility to ensure all documents are submitted before the closing date / time.
Please allow a reasonable amount of time to upload and submit your tender documents. Lodgement of large electronic files may take time, so tenderers should allow sufficient time to transmit the full ITT response prior to the closing time. The speed with which ITT submissions are made is dependent upon the file size of the document in question. The inclusion of graphics, logos, photographs etc. considerably increases the size of electronic files and should be included only where essential. Electronic signatures are not required where ITTs are submitted electronically. The University of Edinburgh strongly advise that you Do Not Leave your tender submission until the last minute.
The maximum single file size = 20 Mb (The system will not upload / submit files larger than this size)
The only permitted methods for tender submissions are by:
Electronic tender submission via the Intend system (https://in-tendhost.co.uk/edinburghuni/). Once logged into the site, suppliers can download the ITT details from a secure and confidential e-tender site. Suppliers will be able to upload their offer details back into the site. No other parties can view your documents, apart from The University, following the official closing time and date.
System support is available from:
E-Mail: support@in-tend.com
Tel: Tel: +44 8442728810
II.2.2)Information about options
Options: no
II.2.3)Information about renewals
This contract is subject to renewal: no
II.3)Duration of the contract or time limit for completion
Duration in months: 60 (from the award of the contract)
Information about lots
Lot No: 1 Lot title: Meds and Vet Medicine
1)Short description
The university wishes to set up a term contract for decoration works with order value up to a maximum of 100,000 GBP. There are 5 lots as detailed below with an approx. annual spend of 1.7 m GBP over the lots.
2)Common procurement vocabulary (CPV)
45451000
3)Quantity or scope
Meds & Vets building stock is a variety including, farms, lab space, administration & clinical space. The zone is located at various sites, little France, western general, Easter bush and Roslyn.
Estimated value excluding VAT: 300 000 GBP
Estimated value excluding VAT: 300 000 GBP
4)Indication about different date for duration of contract or starting/completion
Duration in months: 60 (from the award of the contract)
5)Additional information about lots
Lot No: 2 Lot title: Science and Engineering
1)Short description
The university wishes to set up a term contract for decoration works with order value up to a maximum of 100,000 GBP. There are 5 lots as detailed below with an approx. annual spend of 1.7 m GBP over the lots.
2)Common procurement vocabulary (CPV)
45451000
3)Quantity or scope
Kings Buildings hosts the vast majority of the S& E estate, highly serviced laboratory space and administration which operates on a 24/7 basis.
Estimated value excluding VAT: 400 000 GBP
Estimated value excluding VAT: 400 000 GBP
4)Indication about different date for duration of contract or starting/completion
Duration in months: 60 (from the award of the contract)
5)Additional information about lots
Lot No: 3 Lot title: Humanaties and Social Science
1)Short description
The university wishes to set up a term contract for decoration works with order value up to a maximum of 100,000 GBP. There are 5 lots as detailed below with an approx. annual spend of 1.7 m GBP over the lots.
2)Common procurement vocabulary (CPV)
45451000
3)Quantity or scope
HSS is based in the central area of Edinburgh around the George square, chamber street area. In excess of 50 % of the building stock is A listed and demands a high level of attention.
Estimated value excluding VAT: 400 000 GBP
Estimated value excluding VAT: 400 000 GBP
4)Indication about different date for duration of contract or starting/completion
Duration in months: 60 (from the award of the contract)
5)Additional information about lots
Lot No: 4 Lot title: Accommodation and Support Services
1)Short description
The university wishes to set up a term contract for decoration works with order value up to a maximum of 100,000 GBP. There are 5 lots as detailed below with an approx. annual spend of 1.7 m GBP over the lots.
2)Common procurement vocabulary (CPV)
45451000
3)Quantity or scope
The Accommodation and Support Services zone is extremely diverse and complex in nature, ranging from student residences, hotels, conference venues, nursery buildings, office accommodation as well as the University’s sports and recreation facilities.
The common feature of this zone is that any decoration works to these buildings will be carried out under very limited timescales between student tenancies, prior to commercial activities associated with vacation letting, or around core academic and Fringe Festival business. The majority of complete building redecoration works will be carried out in a two week window in late May into early June or late August into early September, where we would expect suitable resource to be available to meet non-negotiable deadlines. On this basis quality of works delivered must be of the highest standard to ensure there is no requirement to schedule remedial works. The Accommodation and Support Services Zone requires a strong customer focus, flexibility in approach, and the ability to respond to user demands and mobilise at short notice, where on occasion works will be carried out in active buildings. On this basis, the contractor will be able to demonstrate their staff can operate in a manner which meets our expected conduct standards.
Estimated value excluding VAT: 600 000 GBP
The common feature of this zone is that any decoration works to these buildings will be carried out under very limited timescales between student tenancies, prior to commercial activities associated with vacation letting, or around core academic and Fringe Festival business. The majority of complete building redecoration works will be carried out in a two week window in late May into early June or late August into early September, where we would expect suitable resource to be available to meet non-negotiable deadlines. On this basis quality of works delivered must be of the highest standard to ensure there is no requirement to schedule remedial works. The Accommodation and Support Services Zone requires a strong customer focus, flexibility in approach, and the ability to respond to user demands and mobilise at short notice, where on occasion works will be carried out in active buildings. On this basis, the contractor will be able to demonstrate their staff can operate in a manner which meets our expected conduct standards.
Estimated value excluding VAT: 600 000 GBP
4)Indication about different date for duration of contract or starting/completion
Duration in months: 60 (from the award of the contract)
5)Additional information about lots
Lot No: 5 Lot title: Accommodation and Support Services-Maintanance to Decoration and Painting
1)Short description
The university wishes to set up a term contract for decoration works with order value up to a maximum of £ 100,000. There are 5 lots as detailed below with an approx. annual spend of £ 1.7 m over the lots
2)Common procurement vocabulary (CPV)
45451000
3)Quantity or scope
To help support our changeover requirements between tenancies, we seek to appoint a contractor to deliver all labour and materials required to redecorate individual areas within residential properties. This involves application of a single coat on individual walls, matching to the existing décor. Areas of work may include walls, ceiling and woodwork in a range of finishes within domestic accommodation. We annually redecorate in the region of 4400 walls and ceilings.
Work associated with this lot is seasonal with an intensive period of work at the start and the end of student tenancy. End of May, June and Sept being particularly intensive, with very little work for the remainder of the year – 3500 walls were re-decorated within a 21 day period spanning May and early June in 2012. In addition, during the first 7 days of September 2012, we required 800 walls/ceilings to be repainted. Due to the tight turnover in properties, work is often required for completion within 24 hours of the initial e-mail notification of work being requested. On a regular basis, work is required out with normal business hours to deal with tight turnaround periods. Weekend and overnight work is frequently required during May, June and September. There may also be a requirement to carry out minor repairs such as replacing seals in showers, baths and worktops. In view of the short turn around, there may be a need to work in conjunction with tenants, other contractors and University staff, therefore, good interpersonal skills are essential.
Many of our properties are spread across the city, often in stairwells on multiple levels without access to lifts, so an understanding of the Edinburgh area and tenement flats is required.
The successful contractor will have a responsibility to ensure that properties accessed are secure and locked on exit. They will also take responsibility for any keys supplied along with the financial consequences of keys lost or not returned within the 24 hour timescale.
Estimated value excluding VAT: 100 000 GBP
Work associated with this lot is seasonal with an intensive period of work at the start and the end of student tenancy. End of May, June and Sept being particularly intensive, with very little work for the remainder of the year – 3500 walls were re-decorated within a 21 day period spanning May and early June in 2012. In addition, during the first 7 days of September 2012, we required 800 walls/ceilings to be repainted. Due to the tight turnover in properties, work is often required for completion within 24 hours of the initial e-mail notification of work being requested. On a regular basis, work is required out with normal business hours to deal with tight turnaround periods. Weekend and overnight work is frequently required during May, June and September. There may also be a requirement to carry out minor repairs such as replacing seals in showers, baths and worktops. In view of the short turn around, there may be a need to work in conjunction with tenants, other contractors and University staff, therefore, good interpersonal skills are essential.
Many of our properties are spread across the city, often in stairwells on multiple levels without access to lifts, so an understanding of the Edinburgh area and tenement flats is required.
The successful contractor will have a responsibility to ensure that properties accessed are secure and locked on exit. They will also take responsibility for any keys supplied along with the financial consequences of keys lost or not returned within the 24 hour timescale.
Estimated value excluding VAT: 100 000 GBP
4)Indication about different date for duration of contract or starting/completion
Duration in months: 60 (from the award of the contract)
5)Additional information about lots
Section III: Legal, economic, financial and technical information
III.1)Conditions relating to the contract
III.1.1)Deposits and guarantees required:
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:
III.1.4)Other particular conditions
The performance of the contract is subject to particular conditions: no
III.2)Conditions for participation
III.2.1)Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers
Information and formalities necessary for evaluating if the requirements are met: (1) All candidates will be required to produce a certificate or declaration demonstrating that they are not bankrupt or the subject of an administration order, are not being wound-up, have not granted a trust deed, are not the subject of a petition presented for sequestration of their estate, have not had a receiver, manager or administrator appointed and are not otherwise apparently insolvent.
(2) All candidates will be required to produce a certificate or declaration demonstrating that the candidate, their directors, or any other person who has powers of representation, decision or control of the candidate has not been convicted of conspiracy, corruption, bribery, or money laundering. Failure to provide such a declaration will result in the candidate being declared ineligible and they will not be selected to participate in this procurement process.
(3) All candidates will be required to produce a certificate or declaration demonstrating that they have not been convicted of a criminal offence relating to the conduct of their business or profession.
(4) All candidates will be required to produce a certificate or declaration demonstrating that they have not committed an act of grave misconduct in the course of their business or profession.
(5) All candidates must comply with the requirements of the State in which they are established, regarding registration on the professional or trade register.
(6) Any candidate found to be guilty of serious misrepresentation in providing any information required, may be declared ineligible and not selected to continue with this procurement process.
(7) All candidates will have to demonstrate that they are licensed, or a member of the relevant organisation, in the State where they are established, when the law of that State prohibits the provision of the services, described in this notice, by a person who is not so licensed or who is not a member of the relevant organisation.
(8) All candidates will be required to produce a certificate or declaration demonstrating that they have fulfilled obligations relating to the payment of social security contributions under the law of any part of the United Kingdom or of the relevant State in which the candidate is established
(9) All candidates will be required to produce a certificate or declaration demonstrating that they have fulfilled obligations relating to the payment of taxes under the law of any part of the United Kingdom or of the relevant State in which the economic operator is established.
(2) All candidates will be required to produce a certificate or declaration demonstrating that the candidate, their directors, or any other person who has powers of representation, decision or control of the candidate has not been convicted of conspiracy, corruption, bribery, or money laundering. Failure to provide such a declaration will result in the candidate being declared ineligible and they will not be selected to participate in this procurement process.
(3) All candidates will be required to produce a certificate or declaration demonstrating that they have not been convicted of a criminal offence relating to the conduct of their business or profession.
(4) All candidates will be required to produce a certificate or declaration demonstrating that they have not committed an act of grave misconduct in the course of their business or profession.
(5) All candidates must comply with the requirements of the State in which they are established, regarding registration on the professional or trade register.
(6) Any candidate found to be guilty of serious misrepresentation in providing any information required, may be declared ineligible and not selected to continue with this procurement process.
(7) All candidates will have to demonstrate that they are licensed, or a member of the relevant organisation, in the State where they are established, when the law of that State prohibits the provision of the services, described in this notice, by a person who is not so licensed or who is not a member of the relevant organisation.
(8) All candidates will be required to produce a certificate or declaration demonstrating that they have fulfilled obligations relating to the payment of social security contributions under the law of any part of the United Kingdom or of the relevant State in which the candidate is established
(9) All candidates will be required to produce a certificate or declaration demonstrating that they have fulfilled obligations relating to the payment of taxes under the law of any part of the United Kingdom or of the relevant State in which the economic operator is established.
III.2.2)Economic and financial ability
Information and formalities necessary for evaluating if the requirements are met: (1) All candidates will be required to provide evidence of relevant professional risk indemnity insurance.
(2) All candidates will be required to provide a statement, covering the 3 previous financial years including the overall turnover of the candidate and the turnover in respect of the activities which are of a similar type to the subject matter of this notice.
As detailed within the PQQ and or ITT documentation.
(2) All candidates will be required to provide a statement, covering the 3 previous financial years including the overall turnover of the candidate and the turnover in respect of the activities which are of a similar type to the subject matter of this notice.
As detailed within the PQQ and or ITT documentation.
III.2.3)Technical capacity
Information and formalities necessary for evaluating if the requirements are met:
As detailed within the PQQ and or ITT documentation.
As detailed within the PQQ and or ITT documentation.
III.2.4)Information about reserved contracts
III.3)Conditions specific to services contracts
III.3.1)Information about a particular profession
III.3.2)Staff responsible for the execution of the service
Section IV: Procedure
IV.1)Type of procedure
IV.1.1)Type of procedure
Restricted
IV.1.2)Limitations on the number of operators who will be invited to tender or to participate
Envisaged minimum number 10: and maximum number 10
IV.1.3)Reduction of the number of operators during the negotiation or dialogue
IV.2)Award criteria
IV.2.1)Award criteria
The most economically advantageous tender in terms of the criteria stated below
1. Price Lot 1 to 4. Weighting 30
2. Quality Lot 1 to 4. Weighting 70
3. Price Lot 5. Weighting 10
4. Quality Lot 5. Weighting 90
IV.2.2)Information about electronic auction
An electronic auction will be used: no
IV.3)Administrative information
IV.3.1)File reference number attributed by the contracting authority:
IV.3.2)Previous publication(s) concerning the same contract
IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document
Time limit for receipt of requests for documents or for accessing documents: 19.6.2013
IV.3.4)Time limit for receipt of tenders or requests to participate
20.6.2013 – 12:00
IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates
1.8.2013
IV.3.6)Language(s) in which tenders or requests to participate may be drawn up
English.
IV.3.7)Minimum time frame during which the tenderer must maintain the tender
IV.3.8)Conditions for opening of tenders
Section VI: Complementary information
VI.1)Information about recurrence
VI.2)Information about European Union funds
VI.3)Additional information
As detailed within the PQQ and or ITT documentation. Please note this PQQ is available to download via Intend and not the PCS portal. Please Note: 10 suppliers per Lot will be taken through to the ITT stage (SC Ref:264283).
VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures
VI.4.2)Lodging of appeals
VI.4.3)Service from which information about the lodging of appeals may be obtained
VI.5)Date of dispatch of this notice:20.5.2013